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Sr. Sales Operations Coordinator

Department: Enablement - Business Operations
Location: Remote

WHO WE ARE

Opus Agency is a strategic event consulting firm advising some of the world’s most influential brands to design, create, and manage their most important events and experiential campaigns. We partner with our clients to build fully integrated, highly effective teams that create remarkable experiences and activations around the world. Opus Agency is known for fostering the growth and development of professionals who have a passion for the event industry. In pursuit of that, we offer an extensive training program, resources, and mentorship with dedicated event professionals who have decades plus of experience.  

WHAT WE ARE LOOKING FOR

The Sr. Sales Operations Coordinator provides overall day-to-day support to ensure the effective data management of all sales proposals and opportunities. Administrative tasks include managing multiple inputs on updates to revenue and opportunity forecasts, participating in business development tracking calls and providing support to the business development team across Opus’ sister agencies.

ESSENTIAL DUTIES & EXPERIENCE

Account Support

  • Customer-Relationship Management system (CRM) Assistance:

    • Assist AE with entering or updating project opportunities into the CRM system, as needed

    • Update and maintain project opportunities in CRM, as needed

    • Assisting AE with pitch codes and soft launches, if needed

    • Launching project codes (hard launch)

  • Adding project team members to Tempus

  • Help AE create Kick-off PowerPoint Decks – both internal kick-off deck and external/client kick-off deck as well as with Account Review PPT’s, or other PPT’s related to pitching new Client opportunities

  • Help organize Client Holiday gifts for AE’s

  • Ship promo items to remote Account Management and Solutions Team members

  • Maintain/update training and resource documents

  • Attend Account Management team meetings and offsite

  • Assist Account Executive team with special projects, as needed

  • Creating and maintaining box client folders and project folders

  • Create Client event project folder on Box

Business Operations Support

  • Project manage proposals/Direct Asks

    • Project manage the proposal process internally, including timeline and deliverables through each stage

    • Collaborate with Account Executive and Pricing Leads to ensure the services are priced according to the specified opportunity needs (ex: quality checking for pricing errors, missed services, overlap between service lines)

    • Prepare the proposal – outlining pricing and scope gathered from the Pricing Leads; refine scope descriptions as needed; write new scope descriptions as needed

    • Facilitate the AE’s reviews of the draft proposal

    • Facilitate and follow up on AE pricing questions or pricing changes to Pricing Leads during reviews

    • Prepare final proposal for AE to submit to client

    • Manage any revisions to proposals post-submission

    • Prepare final proposal for AE to submit to client

    • Organize and maintain the Client proposal resource folder

  • SOWs

    • Create SOWs and obtain legal review and approval.

    • Track Purchase Order information for Client SOWs.

  • Data Processing Exhibit A (DPE)

    • Fill out the DPE, reaching out to the Project Leads for support and review

    • Work with Opus Legal on questions regarding the DPE during the SOW review process

  • Budgets (if AC is acting as a CFM for small projects)

    • Work with Account Management/Solutions Team to create and send through Budget QC, then Opus Legal

  • Change Orders

    • Manage change orders through project launch

    • Fill out change order forms, as needed

    • Receive all change orders and implement the change order on the existing Microsoft SOWs – add fees to SOW pricing tables and update invoice schedule

    • Send to AE for to submit to client for a Purchase Order extension

    • Notify Accounting Manger if invoice milestones amounts or dates have changed as a result of change order

  • Closeout

    • Complete close out if acting as a CFM for small projects

    • For Microsoft: Work with Accounting Manager to gather final expenses and update SOW with final numbers

Competencies

  • Exceptional attention to detail

  • Clear articulation of needs and data to internal service lines

  • Professionalism

  • Creative problem-solving skills

  • Time Management Skills

  • Task/project management

  • Interpersonal Communication

  • Professional written & verbal communication

  • Presentation Skills

Required Qualifications

  • Bachelor’s degree

  • Two years of Salesforce.com or financial data entry experience; or equivalent combination of education and experience

  • Strong Excel skills

  • Experience with budget and financial management

  • Knowledge of project management tools and procedures

  • Ability to take initiative to learn and produce high quality work

  • Ability to work on multiple projects simultaneously without a reduction in accuracy or quality of work product

  • Ability to communicate with all levels of employees, clients, vendors, contractors, and other stakeholders

  • Ability to work independently as well as in a team.

  • Successfully perform in a high stress, fast-paced environment.

  • Excellent written and oral communication skills

  • Ability to read, edit, customize, and manipulate data and reports

  • Actively participate in team meetings as required by providing challenges and solutions to benefit other team members and treating all proprietary information as confidential.

Physical Requirements

Individuals will be required to sit for most of the day and will be required to stand as needed. May require walking primarily on a level surface for periodic periods throughout the day. Reaching above shoulder heights, below the waist or lifting as required to file documents or store materials throughout the workday. Proper lifting techniques required. Individuals will be required to travel via airplane, train, taxi, car and/or other means of transportation as needed.

Supervisor Responsibility

This position has no supervisory responsibilities

Travel Requirements

Up to 10% domestic

WHAT YOU CAN EXPECT IN RETURN

  • Full-time position

  • Structured opportunities for career advancement

  • Health and Dental Insurance

  • Healthcare reimbursement accounts such as HSAs and FSAs

  • 401K with employer match

  • Flexibility in work schedules

  • Commuter transit assistance

  • Paid time off and Holidays

  • Fully stocked kitchen with snacks & beverages

  • Free technical skills development classes

Other Duties and Acknowledgement

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the employee a general sense of the responsibilities and expectations of his/her position. Duties, responsibilities and activities may change at any time with or without notice. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

Opus Agency does not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. All employment is decided based on qualifications, merit, and business need. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential

Like everyone else across the US and around the world – Opus/MAS/Tencue has and continues to monitor the on-going spread of COVID-19 – with the health and safety of both our teams and clients as a number one priority. Opus/MAS/Tencue implemented a policy that requires all employees (with limited exceptions) to be fully vaccinated and provide proof of vaccination prior to employment.

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